Executive Assistant to the CEO

Application Deadline: 21 March 2025

Department: Operations & Network Support

Location: Remote / Flexible (+/- 1hr CET)

Description

We are looking for an innovative and experienced Executive Assistant (EA) with a unique combination of skills who wants to play a major role in working on climate solutions.

You will be working closely alongside the Chief of Staff and Executive Coordinator in the CEO Office. The CEO has a heavy, complicated and variable schedule, with frequent last-minute changes. You will need to have a proven track record of managing complexity and adapting to changing circumstances, as well as a proactive attitude and ability to quickly assimilate large amounts of information.

Reporting to the Chief of Staff, this role will have close working relationships with the senior leadership structures across the Meliore Foundation, other EAs and Assistants, including multiple operations teams.

If you enjoy enabling senior leaders in a dynamic, strategic environment where your exceptional organisational and project management skills help drive meaningful change, we'd love for you to apply!

How you'll contribute

• Diary management: Scheduling meetings, coordinating attendees across time zones, preparing agendas and other supporting materials as needed, and effectively handling changes


• Email management: Streamlining inbox, identifying priority emails, prioritisation and identification of to-do list items, ensuring follow-up is completed, drafting responses as needed


• Travel & meeting logistics: Extensive international travel coordination and planning


• Efficient operational coordination of the CEO's work portfolio: devising and maintaining systems, implementing processes and tools to achieve impact and ensure oversight of priorities and operational workload alongside the Executive Coordinator


• Support the CEO with outreach to key stakeholders, ensuring preparation and follow-up of meetings, including producing briefing materials


• Knowledge management and internal coordination: Structure and manage knowledge sharing, and ensure smooth overall coordination and collaboration with teams and colleagues across the foundation, such as tracking actions, convening discussions, managing collection of information to inform decision-making


• Funder engagement & stakeholder management: Support the CEO and Chief of Staff on strategic partner engagement and planning, working closely with other teams and programmes


• Effective management of the CEO's administration: including processing expenses, budget tracking, maintaining filing systems, event and invitations management


• Undertaking other reasonable duties as requested by the CEO and Chief of Staff


• Any other duties to be assigned from time to time

Our ideal candidate has

• 5-8 years of work experiences as an Executive Assistant or experience in a similar position working for a busy principal, with a proven track record of autonomously managing a complicated schedule, with upward management skills developed in a fast-paced, global, impact-driven environment


• The disposition to work generously with colleagues in an international, multicultural community of peers, and the ability to work across international norms and values


• The versatile and adaptable skills necessary to flourish in a fast-paced and wide-ranging work environment where remote work is the norm


• Proactive and autonomous attitude and approach, creative problem-solving skills


• Flexibility to deal with last-minute urgent requests


• Excellent communication skills with a good level of English (written and spoken), other languages an asset


• Ability to process information and connect dots (lateral thinking)


• Familiarity with meeting coordination and stakeholder management


• Excellent attention to detail, diligence and reliability


• Proficiency with Microsoft Outlook, Excel and PowerPoint as well as an affinity with a range of collaboration tools such as Slack, Trello, Asana, Zoom, Sharepoint etc.


• Excellent skills in planning and able to take initiative and work independently with a hands-on attitude


• Capacity to prioritise and manage own workload


• Tactful with colleagues and discrete with high-level information


• A significant interest in climate and the environment.

Why join us?

• Be part of a remote-first, international network of professionals working on climate, energy and nature. We offer coworking access in some locations.


• Work with a bunch of dynamic, culturally diverse individuals who combine their passion to make a difference with a rigorous and results-oriented approach to work.


• Enjoy regular opportunities to connect and collaborate with colleagues around the world.


• A full-time position with a consultant or employment contract (subject to location) for 12 months, with a possible renewal after one year.

Location: flexibly remote (CET +/-1h).

Some international travel will be required. We may be able to provide co-working spaces in some locations. Only candidates with the right to work in their location will be considered.